GoPIG Minutes Dec. 08, 2000 Front Range Community College Library In attendance: Susan Simmons, Barb Thorne and Nancy Slate (Broomfield Public), Gary Morell (FRCC),Chris Brown and Michelle Kyner (DU), Lisa Nickum and Stacy Morley (CSM), Sharon Partridge (JCPL), Mark Anderson (UNC), Carol Perkins (DU-Law), Beth Downing (UW), Venice Beske, Karen Mydland and Alta Hepner (WY State Library), Yolanda Maloney (CU), Rob Richards and Dallas Marshall (CU-Law), Rob Jackson (DPL), Louise Treff-Gangler (Auraria), Monica Davis (CC), Deb Kelly and Kay Carlson (NW College, WY), Carol Brown (Western WY CC), Katie Jones, Sheridan College, WY) and Tim Byrne (CU) presiding. 1. Tim announced that Sheila McGarr will be leaving GPO to become the Director of the National Library of Medicine. A congradulatory/thank you card was passed around for everyone to sign. 2. Tour of FRCC's combined college and public libraries with the first floor housing the public's Dewey collection and the second floor housing the college's LC collection. The reference departments are combined. Good comments were made on the lighting and flow of the design. 3. Minutes of Nov. 3, 2000 were approved. 4. Feb. 2nd meeting at the Colorado Dept. of Education Building. We will have an all day meeting. The morning will focus on Colorado Depository issues and the afternoon will be a general overview of state publication, paper and electronic. Reference staff members are invited to come to the afternoon program. Maureen Crocker and Jim Schubert from state pubs will be presenting. You can contact Lisa Nickum, Tim Byrne or Maureen Crocker (303) 866-6728 with any questions or requests for the agenda. 5. Tim used a PowerPoint presentation created by Laurie Canepa from the New Mexico State Library to lead a discussion of the "Instructions to Depository Libraries." While we covered the entire set of instructions, the minutes will highlight the changes. The major point of most of the changes was to incorporate new formats such as electronic information. We must provide access regardless of format. The library director now specifically holds the responsibility for following the instructions rather than just the depository librarian. There are three main publications for depository libraries and Tim pointed out that the Instructions are the rules and regulations, the Manual is suggestions, and the Guidelines are goals. Chapter 1 Depository Status - how you can become or cease to be a depository Documents still belong to GPO. Chapter 2 Collection Development choosing items Tim urged us to update our collection development plans to add electronic information, before the next self-study. There is a model in the guidelines and GPO would be pleased even if we just mirrored it. The major change is in the selection rate requirement which is much lower. Exceptions are more acceptable but should be documented in your collection development policy. Remember that if you are outside the limits, you WILL be inspected. GPO wants to see a documents web site which should (must) include links to GPO Access and the FDLP Electronic Collection. Item cards do not have to be kept but consider carefully what information they contain before discarding. You may be able to have the same history of your collection if you've kept the item printouts and print the item lister, once a year, for your collection. We are urged to do the zero-based selection at least once every 2-3 years rather than every year. Electronic versions of a document can replace the physical format with the permission of the Regionals. If you do so, and the item is less than 5 years old, you need to offer it and indicate on the N&O list that this is replaced by the electronic version, just as your discard lists indicate duplicates. If the electronic version supercedes the paper, you do not need to list it. Same rules apply because it is superceded. Chapter 3 Bibliographic Control Your shelflist can be in any format. Maps can be matched against an index map. You can get away with not having a piece level record for DOE microfiche. It is NOT ok to mark the shipping lists and consider them a shelf list. GPO is pushing online processing. Summary holdings must reflect any missing pieces. You have longer than the 10 days for processing if you are waiting for full cataloging. You don't need to keep old shipping lists but they can be handy to check for missing pieces. (Did you actually receive it?) Shipping lists are your notice of new items. Send a notice within 4 weeks to AskLPS if you are missing shipping lists for separates. Claim quickly (there are few extra copies) and accurately (don't take someone else's copy). You can delete catalog records for removed titles (We just started seeing some records for titles that are no longer in the system.) Recycling is encouraged. If you replace a depository title with a commercial product remember that the public has the same access to that product that it would have to the GPO copy. Chapter 4 Maintenance Whatever care you provide to the rest of your collection (insurance, binding, etc.) needs to be provided to the documents. Remember to remove the rubber bands from mf. Chapter 5 Human Resources The staffing level standards are non-existent. If you feel you need more staff, indicate that in your self study and GPO will inspect you and urge the staffing that you need. A self study is supposed to help you fix deficiencies. Chapter 6 Physical Facilities Workstation standards are revised annually now. The minimum standards are required. The recommended standards should be used as a guide for new purchased and they become mandatory after one year so you might as well exceed the standard when you buy unless you are already getting new equipment every year (ha-ha). Remember the primary consideration is that your equipment be functional; does it run what you get from GPO. Depository staff must have a work area away from the patron areas of the library. Chapter 7 Public Service --Access to all. Be sure your signage doesn't discourage people. There are now provisions for security measures. Your service policy needs a net policy and service for electronic information. CU has theirs on the docs web page. http://ucblibraries.colorado.edu/govpubs/services.htm You can provide access by checking out CD-ROMs, but if the patron doesn't have the use of a computer, you should try to have it loaded within a reasonable time. There is a requirement that you provide access even during a move or other situations when your collection is unavailable; have a contingency plan even if it's just a list of the other depositories in your area. Chapter 8 Cooperative Efforts It is mandatory to complete your biennial survey and complete a self-study when required. Failure to return surveys to GPO will be noted in future self study evaluations and inspections (Colorado and Wyoming are not scheduled in the foreseeable future.) Remember, use the self-study to benefit your library. GoPIG is a great example of cooperation. The complete presentation is available at spot.colorado.edu/~byrnet/Regional/INSTRUCT.ppt 7. NCLIS The study doesn't include everything that will be in the legislation. The basic is plan is to have an agency like GPO in each branch. Tim objects to the lack of librarians and excess of private sector members on the council. Rob Richards thinks it is unlikely to pass, no matter who wins the election and Lisa pointed out that it still doesn't solve the problem of NTIS. There is a principal in the language that national information is a resource and government should provide and protect it. Rob Richards pointed out that the word "strategic" in "strategic national resource" usually indicates commercial exploitation. 11. New business Chris Brown justifiably showed off his new tool that links the item lister to the Monthly Catalog. If you click on the item number, it shows the titles shipped under that number since 1994. There was great enthusiasm and a request for egg in our beer by having Chris add columns to show which selectives pick each item (for our area, not the country). It is currently at www.du.edu/~cbrown/items.html Tim said that if we haven't been able to find a SuDoc (after diligent searching) to send the info to him and he'll have his staff search the pre-1976 Monthly Catalogs. 12. Significant Events JCPL lost its mill levy request. It has the Columbine CD-ROM and the 11-notebook investigation available for ILL. CC needs procedure manuals to help creating a new one. Monica will also be training in the III Millennium Circ module. DPL had a series of arson fires. Between eagle-eyed staff and a confessing perpetrator, they were able to keep the damage to half a shelf of BLM maps. They did learn there were not enough smoke/fire detectors in the docs area. The following have job openings: UNC - Health Sciences librarian Auraria - Assistant director Mines - Two reference librarians and a circ person DU - Documents assistant CU - Probable state & foreign documents librarian DU has set a goal to have all of their documents cataloged within the next ten years. Broomfield has added shipping list records to their catalog, they are into heavy construction, and are looking at elimination of their assistant director position. Chris said that many of the overlay problems can be solved by changing the encoding levels. Sheridan is doing a massive discard project. A consortium of Wyoming libraries is working on a state plan. Western Wyoming has a new librarian. Wyoming State Library is working on pre-76 cataloging. They have finished the USGS Bulletin series and are well into the Circulars. CU Law reported that the findings from the Columbine Commission are due in January. There is a program on the UCITI being held at Front Range Community College on Weds., Dec. 13 sponsored by CCLS. Call Rob Richards at (303) 492-2706 for more information. ALA has a tutorial on the webpage, http://www.ala.org/washoff/ucita/teleconference.html explaining why libraries are opposed to the Uniform Code for Electronic Information. CU might be losing Debbie Hollis from documents. (Congratulations but you have been a real asset to the documents community and will be missed.) Tim will be putting out a lot of discard lists soon. He has requested a Snap drive to begin digitizing the Rocky Flats information available from different agencies. He's going to be on a panel on permanent public access at the Spring Depository Library Conference in April. The meeting was adjourned at 3:30 Respectfully submitted, Sharon Partridge, secretary